Travel management services contract

Update

The Travel management services contract is currently being refreshed. For details see, Buying for Vic - Tenders portal.

Summary

This contract covers booking and managing travel for government business.

Lead agency: Department of Government Services

Conditions of use: Mandatory

Contract reference number: SS-01-2016

Arrangement type: Sole supplier

Start date: 1 September 2016

End date: 28 February 2025

Emergency travel services

In an emergency, registered Victorian Government travel bookers can use the travel management online booking tool to arrange travel.

If this is not possible, use the after-hours service:

• Toll-free (Australia only): 1800 836 000
• Calls from outside Australia: +61 3 8624 4500
• Email: afterhours@travelctm.com

After-hours services include Saturday, Sunday, Australian National Public Holidays, and weekdays between 6pm and 8am.

During business hours (Monday to Friday, between 8am and 6pm) call 03 6215 8773.

Key benefits

Key benefits of this contract include:

• 24/7 assistance with travel bookings
• end-to-end travel management services
• online booking portal and reporting dashboards
• a range of payment options, including a trading account
• low transaction fees and competitive travel rates.

What’s covered

This contract covers these main areas of travel services:

• travel booking
• discounted airfares, hotel and car rental prices
• account management
• travel data reporting
• duty of care support
• group and emergency travel support.

Supplier details

This contract is a sole supplier arrangement with Corporate Travel Management.

Corporate Travel Management

ABN: 52 005 000 895
Address: 271 Collins Street Melbourne VIC 3000
Website: www.travelctm.com
Contact Name: Connie Ivanoski
Role: Client Value Manager
Phone: 03 6215 8773 or mobile: 0478 409 432
Email: vicgov.agencies@travelctm.com (general enquiries only: please do not send travel requests to this email)

How buyers join this contract

Buyers need to request access to the confidential information system to join this contract.

How buyers use this contract

Buyers using this contract must follow the rules of use:

Step 1: Check that travel is necessary

Consider if travel can be avoided with web, video or phone conferences.

Step 2: Get Agency approval to travel

Follow local Agency process to seek financial approval.

Step 3: Read all the relevant travel policies

Buyers must review:

• the Victorian Public Service - Travel Policy
• local Agency travel policy
• travel advice from the smartraveller

Step 4: Create an itinerary

To create an itinerary, buyers will need:

• the proposed itinerary
• all traveller's correct names
• cost centre code

Step 5: Find and book the most cost-effective travel option

All travel bookings should be completed on the travel management online booking tool.

Buyer must be an authorised travel booker to use the online booking tool. Contact the Agency contract manager to create or amend the travel booker profile.

Travel management online booking tool

If travel dates are known, all quotes for travel should be via the online booking tool.

If travel dates are not known, use the fare forecaster in the portal.

Best fare of the day and advance bookings

When booking air travel, follow the ‘best fare of the day’ guidelines.

The best fare of the day is the lowest applicable air fare offered through the travel management booking tool or travel consultant, if the fare meets these guidelines:

• domestic travel fares (including to and from New Zealand) should be up to 30 minutes either side of the requested departure time
• international travel fares should be up to 2 hours either side of the requested departure time
• the best fare of the day offered should take the chosen travel class into account, according to the Victorian Public Sector Travel Policy.
• for example, where business class is approved, the best fare of the day should be the lowest possible business class fare.
• the best fare of the day should offer reasonable connections and minimal stopovers wherever this is possible.

If a traveller needs flexibility for the return portion of the trip, the best fare of the day must represent a restricted outbound flight and a flexible or semi-flexible return flight.

Step 6: Complex bookings

Telephone and email requests are reserved for complex bookings and quotes that cannot be completed on the online booking tool.

Complex bookings include:

• Accommodation with independent regional providers that do not appear on the online booking tool
• Complex international itineraries that require non-connecting flights, multiple carriers, or multiple stopovers
• Groups (10 or more)
• Long term accommodation (3 weeks or more)
• Changes and cancellations
• Charter flights and events
• Other complex requests that cannot be completed via the online booking tool

Step 7: Travel insurance

All Victorian department staff who travel more than 50km from their usual place of work are covered by the Victorian Managed Insurance Authority (VMIA) Business Travel Policy.

Staff in other Agencies should check with their relevant managers for applicable travel insurance coverage.

Contact the Victorian Managed Insurance Authority directly with any questions:

• phone: 03 9270 6900
• email: contact@vmia.vic.gov.au

Agency contract managers